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Striving for Learning Excellence - LMS Implementation at a global Automotive Supplier

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The market for Learning Management Systems is broad, with about 600 vendors worldwide. It makes the selection process quite an undertaking.
A structured approach facilitates the implementation of an LMS enormously. The overall process can be divided into 3 main phases: Evaluation and Selection, Implementation and Operation and Governance.
A thorough needs and requirement analysis guides the evaluation and underpins the final decision as the result of the first phase of the overall implementation process.
The go-live preparation not only consists of the configuration and testing of the new system. During the actual implementation phase a number of critical aspects need to be defined, such as the creation of interfaces with existing systems, permission rights and program structures.
The involvement of major stakeholders is as important as the communication about the progress within the company. The successful go-live marks the end of the second phase and the achievement of a major milestone, which is worthwhile celebrating.
In the third phase structures and processes are defined, which are used on one hand, to ensure a close alignment with operational and strategic goals. They constitute the so-called governance system. On the other hand it is important to create rules and regulations that give all participants binding structures and processes in order to ensure long-term transparency, orderliness, and ease of use, and prevent the LMS turning into a "LM-Mess”. Together the two aspects form the cornerstone for learning excellence, sustainable success and ROI.

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Striving for Learning Excellence - LMS Implementation at a global Automotive Supplier

  1. 1. 1 Striving for Learning Excellence LMS Implementation at a global Automotive Supplier ©SchubertODConsultingMay2016
  2. 2. ©SchubertODConsultingMay2016 2 The market for Learning Management Systems is broad, with about 600 vendors worldwide. It makes the selection process quite an undertaking. A structured approach facilitates the implementation of an LMS enormously. The overall process can be divided into 3 main phases: Evaluation and Selection, Implementation and Operation and Governance. A thorough needs and requirement analysis guides the evaluation and underpins the final decision as the result of the first phase of the overall implementation process. The go-live preparation not only consists of the configuration and testing of the new system. During the second, the actual implementation phase, a number of critical aspects need to be defined, such as the creation of interfaces with existing systems, permission rights and program structures. The involvement of major stakeholders is as important as the communication about the progress within the company. The successful go-live marks the end of the second phase and the achievement of a major milestone, which is worthwhile celebrating. In the third phase structures and processes are defined, which are used on one hand, to ensure a close alignment with operational and strategic goals. They constitute the so- called governance system. On the other hand it is important to create rules and regulations that give all participants binding structures and processes in order to ensure long-term transparency, orderliness, and ease of use, and prevent the LMS turning into a "LM-Mess”. Together the two aspects form the cornerstone for learning excellence, sustainable success and ROI.
  3. 3. ©SchubertODConsultingMay2016 3 LMS Implementation Process The LMS implementation process consists of 3 main phases and requires a significant amount of planning and attention to detail. Evaluation and Selection Implementation Operation and Governance
  4. 4. ©SchubertODConsultingMay2016 4 Evaluation and Selection Phase Selecting an LMS requires 5 main steps. Different organization-specific aspects need to be considered to reach a sound decision for an LMS appropriate to business needs and requirements. Evaluation and Selection Needs Analysis Define Requirements Vet Products Evaluate Products Select Finalist Operational Driver Technical Driver Strategic Driver Needs Analysis
  5. 5. ©SchubertODConsultingMay2016 5 The drivers represent what the organization and different stakeholder groups want to achieve with the LMS in years to come! Current systems, practices, strategies and their interrelationship Needs Analysis Define Requirements Vet Products Evaluate Products Select Finalist Evaluation and Selection Evaluation and Selection Phase Operational Driver Technical Driver Strategic Driver Needs Analysis
  6. 6. ©SchubertODConsultingMay2016 6 Requirements address the specific needs of different stakeholders groups. Define a list of distinctive ones that best match their needs. Needs Analysis Define Requirements Vet Products Evaluate Products Select Finalist Functional Requirements Technical Requirements Cost Requirements Evaluation and Selection Evaluation and Selection Phase
  7. 7. ©SchubertODConsultingMay2016 7 Hundreds of LMS products available. Distinctive requirements help to create a manageable shortlist. • More than 600 LMS vendors worldwide. • Create a shortlist (5-8 vendors) by identifying 8-10 distinctive requirements. • First screenings to build up a better understanding about functionality and look and feel of shortlisted LMS Needs Analysis Define Requirements Vet Products Evaluate Products Select Finalist Evaluation and Selection Evaluation and Selection Phase
  8. 8. ©SchubertODConsultingMay2016 8 Evaluation works like a funnel. At the end finalists should be determined and a sound understanding about their products established. To pre-selected LMS vendors send out RFI (Request for Information) focus on • vendor capabilities, skills & experience • client’s minimum &mandatory key requirements • client’s process, time lines and decision points helps • vendors to eliminate themselves if unable to fulfill requirements • client to find right partner by establishing dialogue in terms of Knowledge Sharing to go beyond WHAT towards HOW Determine 2-3 “finalists” Needs Analysis Define Requirements Vet Products Evaluate Products Select Finalist Evaluation and Selection Evaluation and Selection Phase
  9. 9. ©SchubertODConsultingMay2016 9 Needs Analysis Define Requirements Vet Products Evaluate Products Select Finalist Evaluation and Selection Evaluation and Selection Phase  To “finalists” send out RFP (Request for Proposal) Company requirements with projection up to 5 years • learner audience (number, languages) • data types and systems  Vendor submits proposal • detailed pricing models (fees for implementation, data migration, licensing, hosting, maintenance, support, systems integration, customization, professional services) • Service Level Agreements  Basis for Contract Negotiate the best pricing and terms leads up to the determination of the final product
  10. 10. ©SchubertODConsultingMay2016 10 Implementation Phase After selection and LMS and before Go Live 6 steps have to be passed through, to avoid later unwanted surprises and unhappy users. Planning Configuration Integration Migration Testing Go Live Implementation SCORM “Cloud” LMS External Content SAP CSV LearnerAdmin Company Content Portal LMS Project Team
  11. 11. ©SchubertODConsultingMay2016 11 Implementation Phase Planning Configuration Integration Migration Testing Go Live Implementation Assemble your Team • Core Team • Extended Team • Define Responsibilities & Cooperation Planning • Implementation Timeframe • Data Management • Data (Person / Organization) • Data sources • Data cleanup • Communication Plan • IT • Admin Profiles • User Access • Computer -> Learner without own PC Assemble the project team and establish the project timeframe before diving into detailed planning. Continually expand and refine the initial plan.
  12. 12. ©SchubertODConsultingMay2016 12 Implementation Phase Planning Configuration Integration Migration Testing Go Live Implementation LMS Configuration • User Profiles / Portal • Admin Profiles / Portal • Course Catalogue Structure • Curriculum Structure • Notifications / Events / Workflows • Training Evaluation • Job Roles / Skills • Reports System configuration decisions have far reaching effects and are difficult to change later on. They require a sound understanding of organizational data and operations, system’s data fields, functionality, and capabilities.
  13. 13. ©SchubertODConsultingMay2016 13 Implementation Phase Planning Configuration Integration Migration Testing Go Live Implementation Systems Integration • Interface with other systems • Data Import (What / How) (e.g. Data feeds for user accounts and profiles) • Data Export (What / How) (e.g. Progress Data, Content) • Browser • Firewall Systems Integration consists of the creation of interfaces and mechanisms for recurring data feeds from existing systems and back.
  14. 14. ©SchubertODConsultingMay2016 14 Implementation Phase Planning Configuration Integration Migration Testing Go Live Implementation Course & Data Migration • Training History • Existing Training Material • Relevance • Up-to-dateness • Formats • Completeness • External Online Courses Course and data migration involves moving training history and course data from the legacy to the new system, while checking data relevance and consistency and avoiding data loss.
  15. 15. ©SchubertODConsultingMay2016 15 Implementation Phase Planning Configuration Integration Migration Testing Go Live Implementation Conduct user acceptance testing to ensure a bug-free and fully working system and the anticipated availability of all configuration and data. User Acceptance Testing Define • Test -Users • Small Group Real User Define test procedure list • Workflows / Events • Look and Feel • User Friendliness • Intuitiveness • Accessibility Define documentation, routine and sequence for tests and bug fixes
  16. 16. ©SchubertODConsultingMay2016 16 Implementation Phase Planning Configuration Integration Migration Testing Go Live Implementation Go Live Preparation • Helpdesk • Lost Password Ensure Communication, Involvement, Celebration • All Learner Event Prepare Go-Live by notifying all stakeholders, activating the helpdesk and creating a memorable learner experience. Analyze lessons learned with project team. HELP Desk @" Welcome to YOUR LMS
  17. 17. ©SchubertODConsultingMay2016 17 Operation and Governance Phase Operation and Governance Standards Taxonomy Configuration Management House keeping Governance The daily operation challenge! Avoidthe LMS becoming an L-M-MESS Ensure that the LMS remains easy to use and operate for years to come. Go Live is the beginning of a continuous LMS improvement process. !! !! !! !! !! !! !! aaa! aaaaaa! 1! a! a! A! a! !! Department) Title-Ini/ als) Level) 1! 2! 3! Format) b! c! e! t! v! Country) Region) Language) Policies Procedures Guidelines Conventions
  18. 18. ©SchubertODConsultingMay2016 18 Operation and Governance Phase Operation and Governance Standards Taxonomy Configuration Management House keeping Governance Standards ensure administrators and stakeholders use LMS in a consistent and uniform way, which improves usability and manageability. Standards include: • Policies e.g. • Content inclusion policy • Content ownership policy • Content lifecycle policy • Training info retention policy • Procedures • Guidelines • Conventions • Course properties and structure criteria Clear roles & standards support the daily operation of the LMS. • Local LMS Roles • Global LMS Roles Policies Procedures Guidelines Conventions
  19. 19. ©SchubertODConsultingMay2016 19 Operation and Governance Phase Operation and Governance Standards Taxonomy Configuration Management House keeping Governance Content can be organized in different ways. The LMS contains • a configurable catalogue, and • a number of metadata tags associated with courses. • Together these organizing data comprise the taxonomy of the LMS content. Metadata • describes other data: e.g. topic, delivery format, language. • consists of a property (e.g. language), and a number of values (English, Spanish, German) • Typically, each course is assigned a single value for each metadata property. Stringent classification of the content simplifies searches within the LMS. Description Department Title-Initials Level 1 Basic 2 Intermediate 3 Advanced Format b Blended c Classroom e External-Online t External-Training v Virtual Class Country Region Language Dept Title-Initials Level Format Country Region Language Format aaa aaaaaa 1 a a A a Digits 3 6 1 1 1 1 1
  20. 20. ©SchubertODConsultingMay2016 20 Operation and Governance Phase Operation and Governance Standards Taxonomy Configuration Management House keeping Governance LMS configuration documentation enables to plan and make changes more easily, understand impact of the changes on other settings, provides direction to vendor or IT department. Documented LMS configuration should include • Access and authentication, • HR data feeds (csv personnel & org data) • User account and profile settings • Security roles and permissions • Audience rules • Catalog and metadata taxonomies • Transcripts and certificates • Notifications, and look-and-feel settings. Configuration documentation and management enables consistency throughout the LMS lifecycle.
  21. 21. ©SchubertODConsultingMay2016 21 Operation and Governance Phase Operation and Governance Standards Taxonomy Configuration Management House keeping Governance Prevent o outdated courses o duplicate user accounts o catalog dead ends o lack of accountability or course ownership o Inconsistent course naming o reporting anomalies o unused features o spam-like email notifications o misalignment to goals and strategy Good Housekeeping prevents the LMS from becoming a data cemetery. Housekeeping = Clean up data on a regular basis in order to keep data up to standards. • Identify cleanup requirements and tasks, e.g. • create inventory of data in need of clean up • identify courses that need to be archived • identify deactivate and duplicate user accounts • List of configuration changes  determine how data will be affected • Define a recurring procedure (steps, sequences, and dependencies, responsibilities, frequency)
  22. 22. ©SchubertODConsultingMay2016 22 Operation and Governance Phase Operation and Governance Standards Taxonomy Configuration Management House keeping Governance • Establish Content Approval Process • Establish Governance • Provides a structure for decision- making • Ensures representation of relevant stakeholder groups • Ensures alignment with Business Goals • Without adequate governance, it is more difficult to establish and enforce standards A governance system helps to ensure alignment with business needs and goals. Content Approval Form
  23. 23. ©SchubertODConsultingMay2016 23 LMS - ROI Better personalized and role specific training Foster systematic and lifelong learning Increase engagement and motivation through training Improved compliance with regulatory requirements Contribution to quality and productivity Faster response and communication of changes in products, processes, skills Easy reporting on training Flexible access to training resources Reduced dependency on time and location Simplified training administration Consolidation of all training information into one system Your Return On Investment Learning Excellence
  24. 24. ©SchubertODConsultingMay2016 24 Sources http://elearningindustry.com/top-lms-statistics-and-facts-for-2015 http://elearningindustry.com/elearning-statistics-and-facts-for-2015 http://www.forbes.com/sites/joshbersin/2014/08/28/the-red-hot-market-for-learning-technology-platforms http://blog.capterra.com/top-15-elearning-statistics-2014/ http://www.learningsolutionsmag.com/articles/1181/five-steps-to-evaluate-and-select-an-lms-proven-practices http://www.learningsolutionsmag.com/articles/1244/lms-operation-and-governance-taming-the-beast-part-3-of-4 http://www.learningsolutionsmag.com/articles/1214/the-six-proven-steps-for-successful-lms-implementation https://www.pwc.com/gx/en/automotive/publications/assets/pwc-global-automotive-supply-industry-2014-study.pdf http://blogs.opentext.com/top-ten-trends-that-will-impact-automotive-supply-chains-in-2014/ https://www.rolandberger.com/media/pdf/Roland_Berger_Global_Automotive_Supplier_Study_20141209.pdf http://www2.deloitte.com/content/dam/Deloitte/global/Documents/HumanCapital/gx-dup-global-human-capital-trends-2016.pdf http://drivingworkforcechange.org/reports/supplychain.pdf https://pixabay.com Let’s stay in touch pinterest.com/marenschubert Maren Schubert Key enabler for a wide range of multi-site, multi-year and technology driven projects to ensure • Organizational Development • Talent Management • Leadership Development • Organizational Learning Schubert OD Consul ng marenschubert.com linkedin.com/in/marenschubertphd slideshare.net/MarenSchubert

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